- College employee decides that attendance at a particular conference/training
session will benefit the College and proceeds to obtain verbal approval from
the department chairperson or director.
- Traveler completes the following forms:
Request to Travel (TR-1) form (see instructions
).
College conference/ training fee requisition form.
Event registration form.
- Traveler obtains approval signature from department chairperson or director.
If traveler is a faculty member then steps 4 and 5 must be completed otherwise
go to step 6.
- Dean's signature is required.
- Faculty member forwards completed forms (TR-1 form and Conference fee
requisition) along with a copy of the conference agenda and event registration
form to the Faculty Travel Committee for review and approval.
- Forward completed and approved forms (TR-1form and Conference fee requisition)
along with a copy of the conference agenda and the event registration form
to the appropriate Vice President for review and approval.
- Approved forms (TR-1 form and Conference fee requisition) along with a
copy of the conference agenda and the event registration form are forwarded
to the Controller's Office for processing.
a) All documents are reviewed for completeness and accuracy.
b) Any forms that need to be corrected are returned to traveler.
c) Obtain approval of the College Treasurer.
- Copy of approved TR-1 form is returned to traveler along with the Travel
Authorization Number (TAN).
- Traveler can now make necessary
travel arrangements. The traveler shall select the most economical method
of travel and hotel accommodations. Some travel agencies will charge a fee
for making travel arrangements. Please note that the State will not reimburse the traveler for any such SERVICE FEE. Usually the most inexpensive travel
arrangements can be made through the use of a travel web site such as expedia.com, travelocity.com or orbitz.com.
If the travel organization charges extra for paper tickets the
traveler must ask for electronic airline tickets. The state will not
reimburse the traveler for a charge related to the issuance of paper
tickets.
- Traveler attends conference.
- Upon returning, the traveler completes an Out-of-State Travel Reimbursement
(A14A) form and attaches original receipts and the travel itinerary form to
the a14x form and has department chairperson/director initial the completed
form. Then forward forms to controller's office for processing.
- The A14A form along with all original receipts and the travel agency's
travel itinerary form is sent to the Controller's Office for processing.
- Controller's office reviews all calculations documentation for completeness
and accuracy. Forms that are not completed properly are returned for corrections.
- Check for amount due to traveler is issued.
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